How to submit a monthly update of technical data

On this Page

• Before you start this process
• File format
• Special actions
• Reports
• Steps to upload a data file
• Determining the due date
• Questions

Before you start this process

Before you can upload your station data, you will need to register and create a web profile to use the Spectrum Management System (SMS).

Technical Site Data files can only be uploaded from an active Web Profile associated to the account to which the data will be uploaded.

Visit Online Registration to complete this necessary enrollment. How to Create a Web Profile is a helpful resource.

File format

When submitting station data, licensees must use the template provided in the link below and ensure that all values are correctly formatted and fall within expected limits. The file must also be uploaded in .CSV format and cannot exceed 60 MB. If your file is larger than 60 MB, please split and upload multiple files using the new Append mode.

• file saved as .xlsx - submitted files must be .csv

• use of extra spaces

• dates not entered as YYYY-MM-DD

• commas used in numbers - use a period as the decimal indicator

• commas used in text – enclose the comma in double quotations

• the licence number does not include a leading 0

• the value entered in any of the Antenna beam or Azimuth fields is not between 1.0 - 359.9

• the values in the following columns are not entered in ALL CAPS:

  • G (Station Type),

  • H (Radio Technology),

  • K (Prov/Terr code),

  • N (Site Type Code),

  • P (Site Structure Type Code),

  • AE (Tx Antenna Type Code),

  • AF (Rx Antenna Type Code),

  • AO (Tx Antenna Directional Pattern Indicator),

  • AP (Rx Antenna Directional Pattern Indicator)

Example

Each row contains information for a specific station. For example, if you deployed a station with three transmitters, you must provide information about each transmitter on a separate row. All technical details about the station must be provided on individual lines. For each antenna, identify all transmit and receive channels in a specific azimuth that are potentially in operation. All fields will be the same for this site, except for Columns AU (Tx Antenna Azimuth) and AV (Rx Antenna Azimuth).

See button below for an example.

Download Example.csv

Special actions

The following two special actions were introduced to facilitate monthly data submissions in cases where there have been no changes since the previous upload, or there are no stations deployed, or stations are being decommissioned:

“NOSTATIONS” can be used when no stations have been deployed, or the licensee is in the process of decommissioning stations. The decommissioned stations must no longer be operational.

“NOCHANGE” can be used when there have been no changes to previously submitted technical data, or when the user would like to update the contact information for the account.

To use these codes, write NOSTATIONS or NOCHANGE in column F and do not fill the following columns, otherwise your file will be rejected.

Reports

After uploading a file, the system will create one or more of the following status reports for review. These 3 reports can be accessed by logging into the Web Profile that submitted the file and visiting the List of Spectrum Licence Site Data Uploads.

• Summary report: This report summarizes the content of the successfully processed file, indicating the number of records processed. It will be linked in the automatic e-mail notification following a successful upload.

  This report serves as an official receipt for the licensee and ISED, indicating that data was provided and the condition of licence has been met.

• View stations: This report is available following the successful upload and processing of a Spectrum Licence Site Date file. It shows data that was successfully uploaded to the system.

• Error report: The Error report summarizes the issues found during validation of a file. It will be linked in the automatic e-mail notification following an unsuccessful upload. Users can download the report and use it to correct and re-submit their file.

  Note: Account holders must correct all errors found by the system in their original file offline. Once complete, the corrected file must be resubmitted via the Spectrum Licence Site Data upload.

The Spectrum Licence Site Data Status Report lists all of the spectrum licences for a given account number, including information on authorization numbers, number of records on file and last upload dates. It is accessible through the SMS but only from within a Web Profile.

Steps to upload a data file

The following steps describe how to upload a data file.

1. Sign in to your Web Profile.

   • If presented with Please select an account, use the dropdown menu to select the account for which data will be uploaded

2. Open List of Spectrum Licence Site Data Uploads and select Upload Data file.

3. Select the File to be uploaded

   • Note: the uploaded file must be .CSV and cannot exceed 60 MB. Make sure your file is formatted appropriately

4. Choose the upload mode from the dropdown menu.

   • Select Replace to replace all existing data on file for the account.

   • Select Append to:

     • Add new data on stations that have entered operation since the last upload

     • Split a large upload. Ex: submit 500 records using Replace, and an additional 500 records using Append.

5. Select Upload to initiate the upload and validation processes.

Once the process has started, the status of the file will show as “Validation in Progress”. Files will be processed in the order received from all users. Additional files can be uploaded prior to the completion of the validation process for any given file.

Following the upload, the file’s status will change to indicate one of the following results:

• Processed: the file was processed successfully.
• Errors Found: the file contained one or more errors and was not processed or uploaded. The entire file is either processed successfully or not processed owing to errors.

An email with the result of the processing is sent to the e-mail address of the account that submitted the upload.

Determining the due date

Licensees can determine the due date of their next required upload using either of these methods:

Questions?

If you have questions after reviewing this page, direct them to spectrumlicensing-licencesdespectre@ised-isde.gc.ca